FY19 Fiscal Year End Deadlines  

 

This table shows upcoming items due and who to contact.
Items Due Point of Contact Department Date
This table shows items due August 1st.
August 1st

Budget will load FY20 budgets including gift cost centers. FY20 budgeted amounts will be available.

[email protected] Budget & Resource Planning August 1st

Purchases may be made using FY20 funds for items received and paid for after September 1.

[email protected] Purchasing August 1st

Last day to submit requisitions exceeding $50,000 that need to be competitively bid.

[email protected] Purchasing August 1st

Budget will turn off pre-encumbrances for vacant positions.

[email protected] Budget & Resource Planning August 1st
This table shows items due August 9th.
August 9th

Payroll sends out spreadsheets for verification.

[email protected] Payroll & Data Management August 9th
This table shows items due August 15th.
August 15th

Last day to submit journals affecting State-funded cost centers.

[email protected] Accounting & Financial Reporting August 15th
This table shows items due August 21st.
August 21st

Time & Labor ePARs for Monthly employees due.

[email protected] Payroll & Data Management August 21st

Last day to zero out all payroll for clearing cost centers (fund 3399).

[email protected] Budget & Resource Planning August 21st

ePARs for FY19 Payroll reallocations must be in Budget queue:

  • C&G FY19 expenses pending a project number should be reallocated to a non-state cost center.
  • Note: Reallocations for FY19 expenses will not be processed in FY20 except for C&G cost centers (non-state cost centers only).
[email protected] Budget & Resource Planning August 21st
This table shows items due August 23rd.
August 23rd

Petty Cash expenses must be reimbursed through Payment Services.

[email protected]

[email protected]

Financial Management Services

Payment Services

August 23rd

All Petty Cash funds must be reconciled and fund amounts verified for year-end.

[email protected] Financial Management Services August 23rd

All Petty Cash funds must be re-authorized for the next fiscal year.  Funds that are dormant will be closed.

[email protected] Financial Management Services August 23rd

Catalog purchases and Non-catalog orders (under $50,000) must be approved by cost center manager or alternate. eProcurement will go down at 3PM and all non-approved FY19 orders will be cancelled.

[email protected] Purchasing August 23rd

Last day to request drop of PO encumbrances that should no longer exist.

[email protected] Purchasing August 23rd

Last day for one card purchases charged against FY19. 

[email protected] Payment Services August 23rd

All Request for Check and Emp. Non-Travel Reimbursement forms must be fully approved.

[email protected] Payment Services August 23rd

Employee travel vouchers  must be fully approved.

[email protected] Payment Services August 23rd

Last day for vendor invoices to be submitted to Payment Services.

[email protected] Payment Services August 23rd

Cell phone verification and supplement verification spreadsheets due back to Payroll. 

[email protected] Payroll & Data Management August 23rd
This table shows items due August 27th.
August 27th

Time & Labor ePARs due for semi-monthly employees to be paid on the September 3rd payday.

[email protected] Payroll & Data Management August 27th
This table shows items due August 30th.
August 30th

All absences for FY19 should be submitted and approved. (HR will be automatically approving all saved and / or submitted time.)

[email protected] Payroll & Data Management August 30th

Semi-monthly Time & Labor ePARs due for semi-monthly employees to be paid on the September 16th payday.

[email protected] Payroll & Data Management August 30th
This table shows items due September 4th.
September 4th

Budget will turn on pre-encumbrances. Salary encumbrances will be left on, and Budget checking will be left on. 

[email protected] Budget & Resource Planning September 4th

Budgets will be adjusted to include 8/31 fund balances for self-funded cost centers and core cost centers tagged to roll forward.

[email protected] Budget & Resource Planning September 4th

Budget will be added for FY19 POs rolling forward to FY20.

[email protected] Budget & Resource Planning September 4th

Last day for FY19 Budget transfers / journals:

  • Budget transfers for FY19 created September 1st through 4th should be dated 8/31/19.
  • Budget transfers created for FY20 should be dated 9/1/19.
  • Do not submit FY20 budget transfers into workflow prior to September 1st.
[email protected] Budget & Resource Planning September 4th

Inventory balances due to Accounting.

[email protected] Accounting & Financial Reporting September 4th

Receivable and deferred revenue balances are due to Accounting & Financial Reporting.

[email protected]

Accounting & Financial Reporting September 4th

All IDTs, spreadsheet journals, and budget entries are due.

IDTs and spreadsheet journals: [email protected]

Budget Entries: [email protected]

Accounting & Financial Reporting September 4th

Accruals due for goods or services costing $5,000 or more and received by 8/31 which are not yet recorded. Costs incurred for $5,000 or more should be submitted including estimated travel and estimated reimbursement. This does not include airfare. 

[email protected] Payment Services September 4th
This table shows items due September 5th.
September 5th

Preliminary close begins. 

[email protected] Accounting & Financial Reporting September 5th

Begin cost center review and submit material adjustments to Accounting & Financial Reporting.

[email protected] Accounting & Financial Reporting September 5th
This table shows items due September 6th.
September 6th

Query for accessing FY20 approved Budget Workbook payroll data will be made available to departments.

  Payroll (?) or Budget(?) September 6th
This table shows items due September 10th.
September 10th

Preliminary close ends. 

[email protected] Accounting & Financial Reporting September 10th
This table shows items due September 12th.
September 12th

Last day to submit material adjustments to Accounting & Financial Reporting. 

greg.argueta@utdallas.edu Accounting & Financial Reporting September 12th
This table shows items due September 13th.
September 13th

Final year-end close.

[email protected] Accounting & Financial Reporting September 13th
This table shows items due September 16th.
September 16th

Account reconciliation for period 12 begins.

[email protected] Financial Management Services September 16th

Corrections for payroll data (ePAR) as well as approved changes for FY20 due.

[email protected] Payroll & Data Management September 16th
This table shows items due September 27th.
September 27th

Account reconciliation for period 12 ends. All cost centers should be reconciled and approved by this date!

If cost centers cannot be reconciled by this date, please inform your fiscal officer as well as  [email protected] Financial Management Services September 27th

Cost Center Owner Letters of Representation due.

[email protected] Financial Management Services September 27th
This table shows items due September 30th.
September 30th

Dean / VP Letters of Representation due.

may[email protected] Financial Management Services September 30th

 

Additional Reminders:

  • No grants ending August 31st or sooner should be used to pay for fall tuition.
  • All new hire employees should be submitted via ePAR.
  • Positions will be encumbered or pre-encumbered as the Payroll Office loads funding data. Please do not check your positions until the load is completed. 
  • Please make sure no budget deficits or fund balance deficits exist in cost centers.

General Rules for Year-End Carry Forward 

  • Budget Office will send Fiscal Officers a cost center listing to validate cost centers tagged to be rolled forward by August 15th.
  • Budget for 8/31 fund balances will be loaded in FY20 for cost centers tagged to roll forward on September 3rd or after the final payroll has been posted.
    • Do not process budget journals to adjust FY20 fund balances to avoid duplication or incorrect budget balances.
  • After the month of August has been closed (mid-late September):
    • FY20 fund balance budgets will be adjusted.
    • Accounting Office will finalize FY19 returns.
    • Budget Office begins preparing division return reports.
This table shows funds that will (or will not) be carried forward to FY2020.
Fund Description Exceptions Included
21XX, 22XX E&G 217X, 218x, and 2900 Yes
300X Designated Tuition Faculty specific; Dean/VP Reserve Yes
310X, 3112-3118 Designated Fees Faculty specific; 3104-BBS special advising fee Yes
3200, 3201, 3237 Incidental Fees None Yes
3214, 3219 Incidental Fees None No
3700 General Activities None No
4000-4006, 4660 Auxiliary Fees None No-back to Student Affairs
5100 EEF-Restricted Endowment If swept last year, will be swept this year No

 

  • Budget Office will send Fiscal Officers their respective area’s FY19 return reports late September/early October for review and to confirm or update the return cost center(s).
  • School/Division return transfers will be processed soon after.
  • Sample return calculation:
    • Surplus and deficit balances are netted together.
    • Net balances that end in a deficit balance are posted as well.
This table shows an example calculation for carry forward.
Division Fund Type Amount
VP 1 2201 E&G $10
VP 1 3000 Designated ($10)
VP 1 3109 Designated Fee $100
Surplus/(Deficit)   $100

Contact Information for End of Year Questions:
Topic Contact Extension
General Year-End Questions Cindy Milligan 2632
Budget & Payroll Distribution Eva Burnett 6387
Closing Steps and Deadlines Melody Monjazeb 2352
Payroll & Employee Data Rohan Nilekani 6386
Purchasing Lori Matthews 2302
Payment Services Jene Janich 2317
Account Reconciliation and Letters of Representation Jennifer Mayes 4788